Programme Assistant, Governance and Institutional Development Division
Reference: 110300309
Location: London,UK
Closing Date: 21 Mar 2011
Job Summary
The post holder provides support in project administration and project management, in publicising and promoting the work of the division, in maintaining information and keeping records.
Task description
- Administrative Support
Support and coordinate the divisional travel process, in particular:
o Divisional Travel Coordinator: Complete travel schedule for signature by Director based on information provided by staff in the relevant section.
o Enter information into the Financial Management Information System.
o Work with Travel Agencies to coordinate flights and itineraries for staff and participants.
o Send information to Finance and liaise with them on travel issues on behalf of GIDD
o Facilitate the establishment of a new pilot IT-based travel system
Maintenance of various lists and important information sources:
o Maintains the Divisional Points of Contact List on the Intranet.
o Maintains the Divisional leave cards and reports.
o Maintains the Divisional sickness reports.
- Support the Promotion, Publicity and Publications of GIDDs work
o GIDD Intranet Content Manager: Facilitates the creation of new content and maintains the existing content for the Divisional Intranet and Extranet Sites to promote the work of GIDD, including researching and writing articles, where appropriate.
o Supports the Publications Working Group in GIDD in the development of Divisional Newsletters, internet content and research publications.
o Maintains a divisional events database.
- Maintaining information and keeping records
o Record Management Coordinator: Coordinates records management in the division, including maintaining the GIDD records management database, sending files to offsite storage, sending files to destruction, maintaining the file room, and assisting staff with all information and records management needs. Works with organisational Archivist and Records Manager to ensure organisational policies and procedures are being followed.
o Facilitates the development and roll out of an electronic records management and archiving system in the division, consistent with the existing records management practices.
- Support in project administration and management
Facilitates the implementation of the “Supporting Public Sector Development Programme” (“Programme Coordinators Budget”) through:
o Making defined payments using the CODA system.
o Data entry into the Information Management System (ARTEMIS)
o Liaising with Human Resource Section and Finance department on the issues related to contract management and finance
o General programme support, for example assisting with travel requests and acquittals under this programme
o Monitor the expenditure of the programme coordination budget
Assists in facilitating the implementation of Results Based Management and best practice in international development.
- General Administration
o Provide back-up support for the Programme Coordination Unit
o Provides support to the Budget Officer in monitoring Divisional budgets
o Deals with routine correspondence.
o Handles programme related queries.
o Performs any other duties as may be required.
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